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Business Support Administrator

4 months ago

Edinburgh, United Kingdom Edinburgh Food Project Full time

Purpose of Role: 

Working closely with the Management team, the Business Support Admin is a key role within Edinburgh Food Project.  As a small charitable organisation we need an experienced individual to develop and maintain robust administrative and office systems, to ensure the smooth operation of the organisation. 

Responsibilities and Duties 

General Administration 

Ensure an effective and friendly reception service, including for in person visitors, email and telephone enquiries. 

Ensure the smooth running of the office so that all services are operating optimally (IT, broadband, telephone, other utilities) and that supplies like stationery are kept replenished. 

Providing management team support – for example, managing diaries, booking travel, booking key event and minute staff meetings

Provide sickness and annual leave cover for our Money Advice Service Support Officers 

Ensure parcels and mail received, are handled in an efficient and timely manner. 

Ensure the office is kept tidy, organised and welcoming 

Financial Administration 

Provide support to the Finance Lead: 

Complete general finance admin tasks in an effective and timely manner including, downloading, collating, and filing electronic and paper invoices and bank statements 

Ensure regular reconciliations of petty cash and donations ensuring cash is counted in an accurate and timely way 

Set up bank payments for authorisation ensuring accuracy 

HR Administration 

Provide support to the management team: 

Lead the administrative induction/leaver process for all staff including liaising with IT provider, pension provider, staff benefit providers, and line managers 

Support the recruitment process for new staff including advertisement of jobs, collating applicant details, issuing interview invitations, and compiling recruitment packs. 

Ensuring staff training is up to date including booking courses, updating records, and filing certificates

Support the recruitment of volunteers including checking references, sending welcome emails, and allocating training 

Ensuring policies and procedures are issues promptly and updated on various systems 

Ensuring staff timesheets, annual leave, and sick days are processed in accordance with EFP’s policies and procedures